Hoar Construction Administrative Assistant / HPM in Mobile, Alabama

Administrative Assistant / HPM (016903)

Job Number:016903

Job Title:Administrative Assistant / HPM

Number of Openings:1

Job Type (Employment Type):Full Time

Country:United States

State/Province:Alabama

City:Mobile

Position Description

The Administrative Assistant is responsible for handling documentation and correspondence in support of one or more managers.Responsibilities:

Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.Coordinate invoice routing and monitor payments to subcontractors and vendors.Enter and maintain client and prospect data in automated system.Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.Answer and direct phone calls or take messages for appropriate parties.Verify insurance certificates and follow up to insure proper coverage is in place.Greet and welcome persons entering the office, determine the nature and purpose of visit, and direct or escort them to specific destinations.Notarize, copy and distribute required documents.Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.Prepare plans and specifications for pickup/shipment.Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.Contact subcontractors and/or vendors to follow up on signed subcontracts, purchase orders and change orders.Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

Position Requirements

High School Diploma, GED or equivalent

1-2 years of experience providing administrative support preferably in the A/E/C industryKnowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.Proficient in MS OfficeGeneral basic knowledge of and ability to learn software such as Revit, VICO and other related programs and systems.

Hoar Holdings is an EOE - Race/Color/Sex/Religion/National Origin/Sexual Orientation/Gender Identity/Vets/Disabilities